How to Set up Scheduling Preferences

Scheduling preferences can be configured to allow or limit a user's role from being able to schedule specific activity types. To edit, navigate to Settings > General > Users > Roles & Permissions > Edit Role

 

With in the role, you'll see 3 main tabs when editing/adding a role: General, Permission, Preferences

 

Preferences

What scheduling preferences and restrictions do you want to apply to users who are assigned this role? Do you want users in this role the ability to make reservations? If so, you'll need to give them access to one or more activity types. You can also configure other scheduling and cancellation restrictions here.

• Activity Types
• Scheduling Options
• Availability Options
• Cancellations
• Restrict # of Reservations
• Restrict Hours Reserved

 

Activity Types

Select the activity types you would like the user to be able to schedule, use the "Default Activity Type" to have the activity type selection pre-populated to the most frequently scheduled activity type for that user type.

Example:

As you can see in the example below, users with permission can schedule reservations . . . but only Dual, Ground, and Student Solo activity types and will default to Dual Flight Training.

The activity types selected for the user, directly affect the Roles Allowed dropdown within the Basic Information within Activity Type Settings.

• •  

 

Scheduling Options

• Users can schedule by: Set users to schedule into specific tail numbers or schedule by aircraft group.
• Business Hours: Reservations must: Limit reservation to start within business hours, end within business hours, or start & end within business hours
• Allow users to schedule no more than X day(s) in advance: Restrict how far out the user can schedule
• Aircraft must be scheduled at least X hour(s) in advance: Determine the lead time needed before an aircraft is booked by the user
• Instructor must be scheduled at least X hour(s) in advance: Determine the lead time needed before an instructor is booked by the user

 

Availability Options

• Selecting Always Available will default new users assigned to this role 24/7 availability.
• Selecting No Availability will make them unavailable for scheduling by users without "Manage All Users Availability" and "Override Reservation Errors" until availability has been entered. New users assigned to this role will be prompted to enter their availability on first log in if this user role has "Manage my own availability permission"

 

Cancellations

• Changes/Cancellations must occur X hour(s) in advance: How close to the reservation start time can the user cancel their reservation?
• Require Cancellation Reason Yes/No: When the user cancels their reservation, do you want to require a cancellation reason to be entered?

 

Restrict # of Reservations

Set these parameters to prevent users from booking excess reservations on the schedule so there is availability for other users to make reservations.

 

Restrict Hours Reserved

Set these parameters to prevent users from booking excess hours on the schedule so there is availability for other users to make reservations.